Issue - meetings

Report of the Corporate Manager for Public Health, Regulation and Housing 

The Cabinet had before it a report * from the Corporate Manager for Public Heath, Regulation and Housing advising it on the results for the tendering of the Cleaning Contract for HRA Properties 2023 – 2026 (+1+1) and seeking confirmation of the contract.

The Cabinet Member for Housing and Property Services confirmed that the procurement process and matrix was fully explained within the report.

The following was discussed:

·       An explanation was provided as to why a three year contract was being sought. This was a compromise option, to have gone through a tendering exercise for one year would have been expensive and unlikely to yield value for money. Three years represented a sensible timeframe and the contract would be monitored closely and performance would be regularly reviewed. Measures would be in place to escalate issues should there be a need.

·       The Cabinet Member stated that it was anticipated that this contract would come in below budget.

·       Whether the new contract would have an effect on reducing turnaround times on void properties? It was explained that at any one time 97% of HRA properties were occupied. It was further explained that a new Voids Policy was approved in March 2023 which set out exactly what a ‘void’ was. There were lots of reasons as to why a property was classed as a void. Complicated issues needed to be thought through regarding each void so that the Council managed its assets to best effect. A thorough explanation regarding voids would be coming to the Homes PDG in August

·       Going for the cheapest contractor was not always the best option. Many factors had to be weighed up, a significant one being the quality of the work being offered.

RESOLVED that:

a)    The new three year Cleaning Contract for HRA Properties 2023 – 2026, with the option to extend for two additional one year periods, be awarded to Contractor 1.

b)    Delegated authority be granted to the S151 Officer (in consultation with the Cabinet Member for Housing and property Services) to complete the associated Cleaning Contract for HRA Properties 2023 – 2026 (+1+1)

(Proposed by Cllr S Clist and seconded by Cllr J Wright)

Reason for the decision

Mid Devon Housing (MDH) had a requirement to maintain Health and Safety and meet the Decent Homes Standard. This contract would support this duty by reducing the risk of fire in the communal blocks of flats, enabling our homes to be cleaned ready to be let to tenants and maintaining the cleanliness of the Housing (Building Services) office space at Old Road.

Note: * Report previously circulated.